Virtual MedSpa Care Coordinator & Marketing Support Specialist

We are seeking a highly polished, energetic, and experienced Virtual MedSpa Care Coordinator & Marketing Support Specialist to manage the digital front-end of a premium medical spa. This is an elite, client-facing role that requires a rare combination of clinical administration, high-touch sales conversion, and social media marketing savvy.

You will serve as the primary brand ambassador for our practice, handling luxury customer service, multi-provider scheduling, and digital marketing lead pipelines. Because you will be consulting with clients regarding elective procedures, prior hands-on medical spa or aesthetic clinic experience is an absolute, non-negotiable requirement.

You must bring an fluent, working knowledge of advanced wellness and cosmetic therapies—specifically GLP-1 medical weight loss protocols, neurotoxins, and premium skin rejuvenation treatments—allowing you to confidently close leads and handle high-tier billing workflows independently.

Core Responsibilities:

Concierge Guest Services & Lead Conversion

• Inbound/Outbound Phone Excellence: Command the phone lines with a warm, sophisticated, and polished tone, delivering a luxury-hospitality guest experience on every call.
• Lead Pipeline Optimization: Take ownership of our Growth99 / GoHighLevel CRM pipelines, rapidly following up on digital marketing leads to convert consultations into booked clinic appointments.
• Aesthetic Consultation Support: Answer guest questions regarding pre- and post-care instructions, pricing, and treatment longevity for neurotoxins and dermal fillers.
• Dynamic Calendar Management: Optimize appointment grids inside Jane EHR across multiple aesthetic injectors and medical providers, maximizing treatment room utilization.

Social Media & Growth Marketing Augmentation

• Marketing Support: Collaborate directly with our internal team to augment current social media marketing efforts, helping to drive organic traffic and inbound direct messages (DMs).
• Community Engagement: Assist in monitoring social media channels, responding promptly and professionally to comments, inquiries, and booking requests on Instagram and Facebook.

Compounded Therapy Billing & Accounts Receivable

• Recurring Invoicing: Independently execute semi-monthly private-pay billing cycles on the 1st and 15th of every month within Jane EHR.
• Out-of-Pocket Ledger Management: Send, track, and reconcile digital invoices for out-of-pocket compounded therapies (such as GLP-1 weight loss medications), ensuring swift payment collection.

Requirements

• MedSpa Domain Expertise: Minimum 1–2+ years of direct administrative or patient coordination experience inside a Medical Spa, Cosmetic Surgery, or Dermatology practice.

• Clinical Literacy: Fluent, confident knowledge of GLP-1 programs (Semaglutide/Tirzepatide), neurotoxins (Botox, Dysport, Xeomin), and general aesthetic treatments.

• Software Fluency: Direct, hands-on operational experience utilizing Jane EHR and aesthetic CRM platforms like Growth99 or GoHighLevel.

• Linguistic Elegance: Flawless verbal and written English skills with a professional, confident phone presence suited for a high-end luxury clientele.